HomeMy WebLinkAbout2011-03-16; Library Board of Trustees; Minutesimproved:6 -/'5 -ITEM #3
MINUTES
MEETING OF:
DATE OF MEETING:
PLACE OF MEETING:
LIBRARY BOARD OF TRUSTEES
Wednesday, March 16, 2011
Library Learning Center
3368 Eureka Place - Carlsbad CA
CALL TO ORDER:
Vice Chair Bob Benson called the meeting to order at 4:00 p.m.
ROLL CALL:
Present: Trustees Benson, Hinman, and Hulsart
Absent: Trustees Bradley and Lignante
Staff Present: Heather Pizzuto, Library Director
Dave Curtis, Deputy Library Director
Suzanne Smithson, Deputy Library Director
Callie Ahrens, Principal Librarian
Steve Didier, Library Management Analyst
Jessica Padilla Bowen, Community Relations Manager
Devin Castel, Sr. Business Systems Specialist
APPROVAL OF MINUTES:
Approval of the minutes of the January 19, 2011 regular meeting of the Library Board of Trustees
was deferred until the next regular meeting of this Board.
MONTHLY LIBRARY REPORTS:
The Trustees commented on the list of programming partnerships between local organizations and
the Library, which was provided following their request at their last meeting.
Trustee Hulsart asked for additional information on the impact of budget cuts and the Serra
Cooperative Library System.
QUARTERLY TECHNOLOGY REPORT:
Sr. Business Systems Specialist (BSS) Devin Castel guided the Board through a PowerPoint
presentation of the highlights from last quarter, including information about computer usage in
the Library and the increase in the use of personal devices. The statistics indicate that during the
last quarter the Library's website was accessed 13,000 times by mobile devices and national trends
Library Board of Trustees Page 2
Minutes of the March 16, 2011 Meeting
show a marked increase in the number of smart phones and tablet device sales. Sr. BSS Castel
added that the Library was working to refine the current method used to track and record wireless
usage.
Also of interest to the Board was usage of the self-check machines. For the last quarter, 56% of
the patrons used the self-check option and 52% of all the items checked out were at a self-check
machine.
Deputy Library Director Curtis added that the Library continues to market the use of the self-check
by assisting patrons who are waiting for a manned station to check out their items.
LIBRARY TECHNOLOGY ACTION PLAN:
Sr. BSS Castel continued his presentation with an overview of the Library's action plan for
evaluating the current business systems whose contracts are all expiring within the next couple of
years. He explained the process wherein the Library staff together with a consultant and members
of the City's IT staff met and decided on a structured plan for decision-making on upgrading or
replacing current technology.
Sr. BSS Castel responded to several questions from the Board on the various elements of the plan,
expressing concern whether there would be any impact on service. BSS responded that although
some service interruption was unavoidable, the Library and the City's IT staff routinely work to
minimize the impact by working after hours and on holidays when the Library is closed.
In concluding his presentation, Sr. BSS Castel stated that a critical element of the plan is to fill the
Library's Business Systems Associate position currently vacant and frozen. He added that the
budget for FY2011-12 will also be a huge factor.
DONOR RECOGNITION;
Library & Cultural Arts Director Pizzuto explained that this item was on the agenda to provide the
Board with some background information on types of donor recognition and methods utilized by
the Library in the past as the initial step for creating a formal policy.
She called the Board's attention to the recently completed lobby downstairs at the Learning
Center and the addition of a donor recognition element. She reviewed the history of the Carlsbad
Library and Arts Foundation (CLAF) Capital Campaign and their authority from City Council to offer
naming rights for the building with the understanding that major donations would be
acknowledged on the wall. Although the City and CLAF have an agreement for a number of
naming opportunities in exchange for specific donation amounts, neither the Library nor the City
have a written donor recognition policy. She added that the Friends of the Library and the CLAF
were being invited to offer their suggestions as well.
Library Board of Trustees Page 3
Minutes of the March 16, 2011 Meeting
The Board discussed the methods in use by a variety of organizations, including in a virtual
environment, and asked staff to create an outline of what the policy might look like and the
elements it needs to include, and bring it back to the Board for discussion.
LIBRARY BUDGET FOR FY2011-12:
Library & Cultural Arts Director Pizzuto asked Management Analyst Steve Didier to update the
Board on the status of the budget development. Management Analyst Didier reported that the
Library's proposed budget was submitted a week ago Friday, immediately followed by a list of
efficiencies and cost savings measures to help reduce the City's budget by $3 million. He added
that the next step will be meeting with the Finance Department to review the Library's budget
submittal. Worth noting is that the Library has already cut costs in areas that are invisible,
therefore any of the efficiencies or cost savings measures that are selected for implementation will
impact services in some way.
CARLSBAD READS TOGETHER:
Community Relations Manager Jessica Padilla Bowen distributed copies of the Resource Guide for
this year's event taking place during the month of April. She reviewed the schedule of events
which includes a French cooking demonstration and several "foodie" films in support of this year's
book selection, My Life in France by Julia Child with Alex Prud'homme.
DIRECTOR'S REPORT:
Library & Cultural Arts Director Pizzuto reminded the Board that this weekend is the City
sponsored family friendly event, Visit the World in the Village. In addition, she briefed the Board
on the following:
• A proclamation is on the City Council agenda for April 5, recognizing National Library Week
and Carlsbad Reads Together.
• The Library Volunteer Recognition event is scheduled for April 13 at the Carlsbad Senior
Center.
• The Library is requesting permission to unfreeze and recruit for two vacant full time
technology related positions, the Business Systems Associate and the Technology Librarian.
• Recruitments are underway for two hourly vacancies, a media tech and the Library's
Volunteer Coordinator.
• The analysis of the workflow in the Collection Development and Acquisitions and Technical
Services Divisions has been prompted by the reduction in the budget for materials as well
as the migration to more electronic resources which changes some of the nature of the
work. A consultant has been selected to do the analysis and identify opportunities for
efficiencies.
• The annual training for Boards and Commissions members is tentatively scheduled for an
evening sometime in June. More information will be forthcoming from the City Clerk's
office.
Library Board of Trustees Page 4
Minutes of the March 16, 2011 Meeting
FOUNDATION REPORT:
Trustee Hulsart reported that the Foundation held its annual retreat on March 26 which was well
attended and focused primarily on major fundraising and methods to bring together and join
forces where appropriate the three organizations that routinely fundraise on behalf of the Library
and Cultural Arts: Friends of the Library, Friends of the Arts and the Carlsbad Library and Arts
Foundation.
Library & Cultural Arts Director Pizzuto added that at the Foundation's regular March meeting the
Board Members were debriefed on the retreat and received materials that were the result of the
discussion. They also continued the discussion of their goals.
FRIENDS OF THE LIBRARY REPORT:
Trustee Hulsart reminded the Board that the Better Books Sale will take place at the Cole Library
on Saturday and Sunday, April 16 & 17, and she had brought tickets for sale for the quilt drawing
taking place that Sunday, as they had requested.
NSDC GENEALOGICAL SOCIETY:
Board Liaison Marge Kealey reported on the previous month's events and upcoming programs
including the Spring Seminar on March 26. The genealogy classes continue on Wednesday nights
at 7 p.m. at the Cole Library and the beginner class is scheduled for April 9 from 9 a.m. to 3p.m.
She added that these free classes continue to be full.
LIBRARY BOARD COMMENTS:
Trustee Benson welcomed newest Trustee Wendy Hinman to her first meeting since her
appointment.
PUBLIC COMMENT:
None.
ADJOURNMENT:
By proper mo$or\ (Hulsart/Hinman) and vote the meeting was adjourned at 4:55 p.m.
jssie Sexton
Administrative Secretary
ITEM #4
Monthly LIBRARY Reports
for
FEBRUARY 2011
Systemwide...
1. Career Cruising, a career development, training, and job search database launched as part
of a free subscription offered through the Serra Cooperative Library System until Nov. 1,
2011.
CCL, Dove Lane ...
2. On February 12, the Library hosted a Local Authors' Festival featuring seven Carlsbad and
North County authors. Friends of the Library member and author Eva Shaw moderated a
panel discussion in the auditorium and a book signing was held in the courtyard.
Approximately 50 people attended.
3. On February 13, the Library hosted a concert featuring Latin jazz musician Diego
Mondragon, along with five another musicians and a flamenco dancer. The auditorium
event was at capacity and audience members raved about the music.
4. Dove Reference Staff taught five computer classes in February.
5. The Childrens Division's Chinese New Year Celebration on February 17 attracted 39
children and parents who listened to a story, made felt fortune cookies and enjoyed real
ones.
6. The Space Shuttle Science Saturday program on February 26 attracted 74 participants who
got to look at meteors and make edible space shuttles.
Georgina Cole...
7. Programs sponsored by the Genealogy Division and the North San Diego County
Genealogical Society included Jean Wilcox Hibbens' presentation to the Computer
Genealogy Group on "Deductive vs. Inductive Reasoning" with 78 people in attendance,
and Anne Miller's presentation on "Evaluating Genealogical Evidence and Sources" with
86 people attending. Volunteers Margaret Read, Marti Meiners, and Marianne Meth
taught the first of four evening Beginning Genealogy Classes. Volunteer Dustin Brace held
the second monthly Scan Your Photograph session. Library Technician Judy Michaels
presented two hands-on classes on State Censuses.
8. The Architecture Design class from Carlsbad High School visited Cole Library for a tour and
presentation about the Carlsbad History Room. Kruger House Preschool brought two
groups of about 20 people each to receive a tour and explore the Children's area.
Monthly Library Reports for February 2011
9. Cole Reference Staff taught seven classes at the Library Learning Center, including a new
and popular class on Social Networking.
10. February was Black History Month and this was celebrated with an interactive drum
circle program by Chazz Ross. Sixty-eight people participated and the Cole Children's staff
received many compliments about the program and the presenter. He had a wonderful
rapport with the kids and was very high energy. Each child (as well as several adults) was
able to play a drum as part of a drum circle. Mr. Ross later brought out more
instruments and participants lingered, played, and talked with him long after the
program ended.
11. Culture Craft celebrated Chinese New Year with 66 participants listening to stories and
making a red lantern to take home. A reporter from the North County Times attended
and a photo of the event was featured on the newspaper's website.
Learning Center...
12. During the month of February the Library Learning Center celebrated Library Lovers'
Month. Library users of all ages expressed in writing on a red paper heart what they love
about the library and received a chocolate kiss. Additional youth programs included a
Teen Team valentines program and a three-session PowerPoint instruction course
presented by Dove Childrens' Library Assistant Fred Vrabel.
13. Parents at Jefferson Elementary School received a presentation by Community Outreach
Supervisor Lizeth Simonson about library services and children's programs. All-Star
Readers Club brochures, Homework Zone flyers and children's calendars were distributed
to the group.
14. North County Transit District Community and Government Relations Manager, Melba
Novoa, spoke to library patrons on February 15 and 16 about upcoming changes in bus
routes in north San Diego County. NCTD was seeking community input to assist in the
planning for proposed Breeze bus service changes that will affect Carlsbad residents.
15. Literacy Services Library Technician Deanna Westphal began teaching Facebook classes
to Literacy Services' program participants. Her curriculum consists of 3 levels, with an
open lab available for personalized help.
16. The "Spellbinders" team from Literacy Services, which included staff member Deanna
Westphal and tutors Gail Rosemeyer and Meli Barrett, finished second place in the San
Diego Council on Literacy's first spelling bee fundraiser. "The Bee" raised money to
support the Council's literacy affiliates, which includes Carlsbad's program. Community
Outreach Supervisor Carrie Scott served as team sponsor and as a judge at the
competition.
CARLSBAD
CITY LIBRARY
Community Partnerships
Listed below are organizations that have partnered with Carlsbad City Library for program
presentations or other services.
Cal State University, San Marcos
Carlsbad Educational Foundation
Carlsbad Fire Department
Carlsbad High School: CHS Theater Department
and CHS Speech Team
Carlsbad Kiwanis
Carlsbad Playreaders
Carlsbad Police Department
Eveoke Dance Theater
Flower Fields
Helen Woodward Animal Center
LEGOLAND
Love on a Leash
MiraCosta College
Museum of Making Music
New Village Arts
North County Transit District
North County Health Services
Palomar College
Plaza Paseo Real Shopping Center/Madison
Marquette
Project Wildlife
Ruben H. Fleet Science Center
San Diego Air & Space Museum
San Diego County Library
San Diego Natural History Museum
San Diego Space Society
San Diego Zoo
Solana Center for Environmental Innovation
Vista Community Clinic
Write Out Loud
Youth Enrichment Services
Partners specific to the Library Learning Center
California Library Literacy Services
Community Interface
Head Start
Hispanic Network
Pacific Library Partnership
San Diego Council on Literacy
San Diego County Office of Education Migrant Education Program
Southern California Library Literacy Network
8 March 2011
i
1
2
3
4
5
6
7
8
9
10
11
12
CCL Dove Lane
Reference Questions
Circulation
People Count l
Reference Questions
Circulation
People Count 1
Reference Questions
Circulation
People Count 1
Reference questions
Circulation
People Count
13,386
73,563
32,857
9,156
32,199
16,772
1,825
1,367
5,419
24,367
107,129
55,048
12,695
74,927
34,600
11,051
34,350
28,871
2,145
1,494
4,984
25,891
110,771
68,455
•niaTl;
12,661
71,662
34,153
11,557
33,559
28,893
2,101
1,469
4,832
26,319
106,690
67,878
1. Door counters changed in March/April 2010; counts are low prior to change
Programs and Technology " "
13
14
15
16
17
18
19
20
21
22
23
24
25
Adult Programs
Adult Prgm Attndnce
Young Adult Programs
Young Adit Prgm Attndnce
Children's Programs
Children's Prgm Attndnce
Computer Use
Webpage Views
Database Usage
Audio Books Downloads
# Events Booked
Event Attendance
# Events Cancelled
37
417
8
108
113
3,455
13,261
"""
.•••••"""
••••*"""*
87
3,858
15
26 Total Volunteer Hours 1699
43
1119
8
56
113
4,177
12,639
57,086
5,708
390
95
2,849
25
1679
45
1211
9
82
115
4,469
11,513
60,097
7,075
396
121
6,156
25
1601
2. Shaded area indicates data that staff began collecting in July 2010
2. Website Users removed
CARLSBAD '
CITY LIBRARY
Carlsbad City Library - Technology Report
Oct - Dec 2010
PC Management Sessions
Location
Dove Adult Lab
Dove Adult Lab 2
Dove E-mail
Dove Walk-up
Dove Children's
Cole Adult
Cole E-mail
Cole Children's
Learning Center Children's Lab
Learning Center Adult Lab
Total
Computers
20
3
4
4
9
12
1
8
7
7
Sessions
Jul -Sep
2010
8,732
1,010
5,986
3,697
1,156
10,736
1,114
1,925
1,375
1,596
Sessions
Oct - Dec
2010
8,067
982
5,135
3,302
1,076
9,400
1,242
1,855
1,029
1,211
Pet of
Change
-8%
-3%
-14%
-11%
-7%
-12%
11%
-4%
-25%
-24%
Sessions
Oct - Dec
2009
8,345
1,012
5,267
3,696
1,689
10,218
1,389
2,702
1,173
1,752
Sessions
Oct - Dec
2010
8,067
982
5,135
3,302
1,076
9,400
1,242
1,855
1,029
1,211
Pet of
Change
-3%
-3%
-3%
-11%
-36%
-8%
-11%
-31%
-12%
-31%
PC Utilization Averages
Location
Dove Adult Lab
Dove Adult Lab 2
Dove E-mail
Dove Walk-up
Dove Children's
Cole Adult
Cole E-mail
Cole Children's
Learning Center Children's Lab
Learning Center Adult Lab
Total
Computers
20
3
4
4
9
12
1
8
7
7
Utilization
Jul -Sep
2010
63%
67%
29%
57%
13%
82%
21%
24%
44%
32%
Utilization
Oct - Dec
2010
67%
78%
25%
54%
13%
80%
25%
25%
24%
41%
Pet of
Change
6%
16%
-14%
-5%
0%
-2%
19%
4%
-45%
28%
Utilization
Oct - Dec
2009
69%
72%
27%
57%
22%
84%
27%
37%
27%
54%
Utilization
Oct - Dec
2010
67%
78%
25%
54%
13%
80%
25%
25%
24%
41%
Pet of
Change
-3%
8%
-7%
-5%
-41%
-5%
-7%
-32%
-11%
-24%
Htfl
en
F
CARLSBAD
CITY LIBRARY
Carlsbad City Library - Technology Report
Oct - Dec 2010
Self-Check vs Staffed - User Sessions
Self-Check
56%
Staffed
Station
44%
Self-Check vs Staffed - Item Transactions
Self-Check
52%
Staffed
Station
48%
— ITEM # 7CARLSBAD
CITY LIBRARY
Donor Recognition Practices
The Carlsbad City Library highly values donations received both directly and indirectly through its
support organizations: Carlsbad Friends of the Library; Carlsbad Library and Arts Foundation; and the
North San Diego County Genealogical Society. Relationships with donors have been carefully fostered,
and great effort has been made to recognize and appreciate the many library patrons, community
members and businesses that support the Library through contributions large and small, year over year.
The Library routinely recognizes all donations received. Donations less than $500 are acknowledged
with a letter of thanks from the Library unless given anonymously or where the donor elects not to
receive acknowledgment. Book plates designating the donor and/or an individual designated by the
donor (in memorium, in honor, etc) are inserted in items funded through donations to the Library's
collection. Donations of $500 or more are accepted by the City Council through an agenda bill, which
directs an additional letter of acknowledgment be sent on behalf of the Council. Donors are invited to
attend the Council meeting where the donation is accepted, and to address the Council. If desired, a
photo of the donor with the Council is provided for the donor to use for documentation and
communications about the donation. Council meetings are broadcast on cable TV and available for
viewing on the City's website.
The funding of ongoing programs is recognized in all publicity for those programs. For example, the
Robert H. Gartner endowment which funds cultural programs in the Schulman (managed by the Library
and Arts Foundation), is mentioned in all publicity of those programs and announced at the beginning of
each event funded. The Friends of the Library are similarly credited in publicity materials and at the
beginning of all programs they fund.
Major gifts have been honored through naming opportunities at all three library facilities, each with the
approval of the City Council. In the Georgina Cole Library, the Genealogy area was named to honor the
Dana and Eleanor Blayney Family. The Library on Dove Lane contains several named areas: the Ruby G.
Schulman Auditorium; William D. Cannon Art Gallery; George and Patricia Gowland Meeting Room; and
Leichtag Family Foundation Computer Lab. All gifts associated with named areas recognize donations
ranging from $20,000 to $250,000. Gifts of $5,000 and up received at the opening of the Library on
Dove Lane are recognized on the donor wall in the lobby there. Two areas have been named in honor of
the Library's former library directors, which are unassociated with a donation: in 2000, the Georgina
Cole Library was renamed for the first library director of Carlsbad, prompted by a request from
community members. And in 2008, the lobby of the Learning Center was named in honor of Dr. Cliff
Lange upon his retirement, at the request of the Foundation.
During construction of the Learning Center, the Carlsbad Library and Arts Foundation requested that
naming opportunities be made available to enhance fundraising potential toward achievement of its
$1.5 million funding commitment. At that time, the City Council expressed the desire to carefully
establish donation levels associated with naming opportunities, indicating the levels used for naming
opportunities at the Dove Lane Library were set too low. A citywide naming policy had not yet been
adopted but was in development. Responding to a proposal from the Foundation, in 2006 the Council
3/7/11
approved naming opportunities within the Learning Center, along with Principles and Guidelines for
crafting an agreement with the Foundation for marketing these naming opportunities. The Principles
and Guidelines stated: "Named areas within the facility will be identified in a manner mutually
acceptable to the Library Director and the donor. Additional recognition within the facility will be
determined similarly." In February, 2007, the City entered into an agreement with the Carlsbad Library
and Arts Foundation affirming the naming opportunities as well as terms and conditions for their use.
The agreement specified the creation of a Donor Recognition Committee comprising representatives of
the City, Foundation, Board of Trustees and the Library Director, to ensure proper management of a
process for review and recommendation for approval of donor naming, including recognition.
Acting upon the direction of the Council, the Library established a donor recognition design at the
Learning Center to support the naming opportunities and ensure proper recognition of major gifts.
Participating in this design was a member of the Carlsbad Library and Arts Foundation, along with
representatives of the staff and volunteers delivering service at the Learning Center. Guidance in
developing a donor recognition design was also offered by the Cultural Arts Office. In 2009, the Library
engaged the services of a contractor to design a donor recognition area as well as enhancements to the
Learning Center lobby that would effectively showcase major gifts and create an inviting, inspiring
entrance to the facility. In late 2010, the design was completed.
Three major donations are currently represented on the donor wall of the Learning Center: a $100,000
gift from the Carlsbad Library and Arts Foundation toward its commitment of $1.5 million; a $20,000
donation made by Knox and June Williams in honor of their son Drue Knox Williams; and a $25,000
donation made by the Friends of the Carlsbad Library to fund opening expenses.
3/7/11